Other Policies and Procedures
- Official Hospitality Guidelines
- Food Purchases with State Funds
- FLOWCHART: Non-Catered Food Purchases
- CATERING: FHSU's current food service contract provider is the exclusive caterer for university events. No other catering company should be used. This is applicable to any event location on campus. Catering services include such things as preparing food, setting up for the event, serving, and providing items like plates, cups, etc. for the event. If the current food service contract provider has been contacted and is unable to fulfill the catering request, the Catering Exception Request located on the Memorial Union's webpage must be submitted for approval to use an alternative catering company. This request must be submitted at least 7 days prior to the event. If a vendor other than the current university contract caterer is approved to do the catering, a copy of the approved Catering Exception Request form must be attached to the expense when submitted in Workday.
- NON-CATERED FOOD PURCHASES:
- Any food consumed in the Memorial Union, Quad, Fischli-Wills Center for Student Success, and Residential Life buildings must be provided by the current food service contract provider for the university. If the current food service contract provider has been contacted and is unable to fulfill the food request, the Catering Exception Request located on the Memorial Union webpage must be submitted for approval to use a different vendor for food needs. This request must be submitted at least 7 days prior to the event.
- Food consumed in any other campus building or location does not require any special approvals. Any vendor can be used to purchase food consumed outside of the four locations listed in the previous bullet. The FLOWCHART above is provided to assist in navigating the process for non-catered food purchases.
- IMPORTANT TAKEAWAYS:
- These processes ensure compliance with the food service contract provided for FHSU.
- These policies and procedures apply to all departments, Athletics, and student organizations.
- The procedures must be followed regardless of the funding (State, Student Activity, Athletics Association, or Foundation funds) being used to pay for the expenses.
Gifts, Prizes, and Awards Guidelines
- Donations with Student Activity (SA) funds, monetary or tangible, will need meeting minutes attached to the purchase verification.
Professional membership or license expenses should only be incurred when related to FHSU needs or the employee's position duties. The approved membership, license, and/or certification must improve the operations of FHSU and increase the employee's skills and knowledge level, as determined by the agency head or designee.
- State Policy for Job-Related Memberships, Licenses, and Certifications
- DA-195 - MUST be filled out completely with signatures and attached to payment in Workday